Figma vs Smartsheet: Proven Guide to Optimize Project Management and Collaboration in 2026
Project management and team collaboration have always been at the core of successful startups and SMEs. With an ever-evolving collection of tools, decision-making regarding which platform to adopt has become increasingly complex. Two prominent contenders in 2026, Figma and Smartsheet, dominate their respective niches, but which is the better choice for your business?
In this insight-packed guide, we’ll explore how each tool stands out, their use cases, key features, and even critical mistakes to avoid when incorporating them into your operation. We’ll also share actionable tips for founders and team leaders to optimize efficiency, especially for resource-strapped startups. Let’s dive deep into the proven ways Figma and Smartsheet can shape your project management and collaboration efforts this year.
What Sets Figma and Smartsheet Apart?
While Figma and Smartsheet might seem worlds apart at first glance, they share a common goal: empowering teams to collaborate effectively. Here’s a quick comparison:
Figma: A design powerhouse, Figma is engineered for real-time collaboration on UI/UX and graphic design projects. It allows teams to co-design prototypes, provides live commenting, and streamlines feedback loops.
Best for: Design-driven startups and marketing teams.
Focus: Visual collaboration and design execution.
Smartsheet: Touted as an ultimate spreadsheet-style project management tool, Smartsheet supports task tracking, resource management, and automated workflows.
Best for: Data-centric teams and SME operations that rely on detailed process documentation.
Focus: Comprehensive project management and cross-team visibility.
Different teams call for different strokes, and your choice depends heavily on your company’s focus. Creative startups may instantly gravitate towards Figma, while operational or data-heavy teams might find Smartsheet indispensable.
Key Features of Figma and Smartsheet
Figma: Collaborative Creativity in Motion
For creative and product teams, Figma is a game-changer. Here’s what sets it apart:
Real-Time Design Collaboration: Multiple team members can work simultaneously, offering an unparalleled collaborative design environment.
Cloud-Based Convenience: Access from any browser eliminates the traditional software installation headache.
Design Systems: Stay organized with shared libraries and reusable design components.
Marketing Advantage: Figma doubles as a presentation tool for client pitches, bridging design and dialogue seamlessly.
👉 Did you know? Nearly 88% of startups with a visual product demo reported increasing their funding opportunities post-adopting Figma as their design engine, according to Capterra’s latest comparison.
Smartsheet: Mastering Workflow Management
Smartsheet, on the other hand, brings structure to chaos for teams managing diverse project portfolios. Its standout features include:
Advanced Dashboard Reporting: Get a bird’s-eye view of workloads, project statuses, and KPIs.
Powerful Automations: Eliminate redundancies in assigning tasks, sending reminders, and following up.
Visual Workflows: With Kanban boards, calendars, and Gantt charts, every kind of planner is happy.
Integration: Compatible with tools like Slack, Google Apps, and Salesforce.
Figma vs Smartsheet: Which is Right for Your Startup?
When choosing between these two platforms in 2026, consider the following factors:
Your Team's Core Operations
Do they revolve around design workflows and creative collaboration? Go with Figma.
Does your team juggle multiple projects while tracking targets and deadlines? Opt for Smartsheet.
Scaling Needs
Smartsheet offers flexibility for SCALING operations, with templates and detailed reporting, a boon for growing SMEs.
Meanwhile, Figma appeals to startups that plan to innovate in UI/UX products, helping MVP development happen faster than ever.
Integration Capabilities
For teams working heavily via third-party apps like Adobe, Smartsheet wins.
Designers working in-house or remotely can benefit from Figma’s design-first integrations.
Why Marketing is the Hardest Part, and How Tools Help
As a startup founder, you’ve probably heard this before: building the product isn’t the hardest part, marketing it is. Both Figma and Smartsheet address this problem creatively.
Figma for Marketing Validation: Launch early design prototypes to your audience to test usability and market receptiveness before investing further capital.
Smartsheet Directs Campaigns: Organize social media calendars, oversee influencer outreach, and apply structured task delegation, all while tracking results.
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Common Mistakes When Using Figma or Smartsheet
1. Not Setting Clear Roles
Allowing unchecked editing access in Figma can lead to design chaos.
Smartsheet workflows often fail due to poorly defined roles for task owners.
2. Overloading Too Many Integrations
Teams can drown in apps with overlapping functions. Stick to only what’s vital.
3. Failing to Leverage Automation
Automation in Smartsheet can save HOURS every week. Take time upfront to set triggers.
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Final Thoughts: Figma vs Smartsheet? Why Not Both?
Instead of asking, "Which is better?" ask, "How can I use both to refine different facets of my business?" In today's interconnected SaaS ecosystem, Figma excels for product design and marketing departments, while Smartsheet’s project management features keep operational backbones organized.
Looking towards 2026, successful startups won’t just choose tools, they’ll create systems designed around workflow optimization and collaboration. Choose wisely, and your team will thank you.
FAQ on Figma vs Smartsheet: Optimizing Project Management in 2026
1. What are the main differences between Figma and Smartsheet?
Figma is tailored for real-time design collaboration, making it perfect for creative teams and startups focused on UI/UX design. Smartsheet, on the other hand, is a spreadsheet-style project management tool ideal for task tracking, resource management, and cross-team workflows. Learn more about their differences at Capterra
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3. Which tool is better for startups focused on design?
Figma is the go-to platform for startups prioritizing UI/UX design. With features like real-time editing, live commenting, and design systems, it’s a favorite among creative teams. Discover more about Figma’s capabilities
4. How does Smartsheet enhance project management for SMEs?
Smartsheet offers advanced dashboard reporting, automated workflows, and integrations with popular tools like Slack and Salesforce, making it a robust solution for growing SMEs. Explore Smartsheet features at Forbes
5. Can Figma and Smartsheet be integrated with other software?
Both tools offer extensive integration capabilities. Figma integrates well with design-centered apps, while Smartsheet connects seamlessly with tools like Google Drive, Slack, and Salesforce. Learn more about Smartsheet integrations
6. How do these tools fit into a startup's scaling process?
Smartsheet is great for scaling operations and managing detailed processes, while Figma accelerates the development of MVPs and early-stage product designs. Find scaling tips for startups
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8. What common mistakes should teams avoid when using these tools?
Avoid granting unchecked editing access in Figma, as it can create design chaos, and ensure roles are clearly defined in Smartsheet to prevent workflow bottlenecks. Automating workflows in Smartsheet is another critical step often overlooked. Check out Smartsheet best practices
Yes! They can complement each other, with Figma catering to your design and creative needs and Smartsheet managing your operational and project workflows. This dual-tool strategy can help streamline both creative projects and operational management. Learn how to combine tools for efficiency
About the Author
Violetta Bonenkamp, also known as MeanCEO, is an experienced startup founder with an impressive educational background including an MBA and four other higher education degrees. She has over 20 years of work experience across multiple countries, including 5 years as a solopreneur and serial entrepreneur. Throughout her startup experience she has applied for multiple startup grants at the EU level, in the Netherlands and Malta, and her startups received quite a few of those. She’s been living, studying and working in many countries around the globe and her extensive multicultural experience has influenced her immensely.
Violetta is a true multiple specialist who has built expertise in Linguistics, Education, Business Management, Blockchain, Entrepreneurship, Intellectual Property, Game Design, AI, SEO, Digital Marketing, cyber security and zero code automations. Her extensive educational journey includes a Master of Arts in Linguistics and Education, an Advanced Master in Linguistics from Belgium (2006-2007), an MBA from Blekinge Institute of Technology in Sweden (2006-2008), and an Erasmus Mundus joint program European Master of Higher Education from universities in Norway, Finland, and Portugal (2009).
Violetta Bonenkamp's expertise in CAD sector, IP protection and blockchain
Violetta Bonenkamp is recognized as a multidisciplinary expert with significant achievements in the CAD sector, intellectual property (IP) protection, and blockchain technology.
CAD Sector:
Violetta is the CEO and co-founder of CADChain, a deep tech startup focused on developing IP management software specifically for CAD (Computer-Aided Design) data. CADChain addresses the lack of industry standards for CAD data protection and sharing, using innovative technology to secure and manage design data.
She has led the company since its inception in 2018, overseeing R&D, PR, and business development, and driving the creation of products for platforms such as Autodesk Inventor, Blender, and SolidWorks.
Her leadership has been instrumental in scaling CADChain from a small team to a significant player in the deeptech space, with a diverse, international team.
IP Protection:
Violetta has built deep expertise in intellectual property, combining academic training with practical startup experience. She has taken specialized courses in IP from institutions like WIPO and the EU IPO.
She is known for sharing actionable strategies for startup IP protection, leveraging both legal and technological approaches, and has published guides and content on this topic for the entrepreneurial community.
Her work at CADChain directly addresses the need for robust IP protection in the engineering and design industries, integrating cybersecurity and compliance measures to safeguard digital assets.
Blockchain:
Violetta’s entry into the blockchain sector began with the founding of CADChain, which uses blockchain as a core technology for securing and managing CAD data.
She holds several certifications in blockchain and has participated in major hackathons and policy forums, such as the OECD Global Blockchain Policy Forum.
Her expertise extends to applying blockchain for IP management, ensuring data integrity, traceability, and secure sharing in the CAD industry.
For the past several years Violetta has been living between the Netherlands and Malta, while also regularly traveling to different destinations around the globe, usually due to her entrepreneurial activities. This has led her to start writing about different locations and amenities from the POV of an entrepreneur. Here’s her recent article about best hotels in Italy to work from.
About the Publication
Fe/male Switch is an innovative startup platform designed to empower women entrepreneurs through an immersive, game-like experience. Founded in 2020 during the pandemic "without any funding and without any code," this non-profit initiative has evolved into a comprehensive educational tool for aspiring female entrepreneurs.The platform was co-founded by Violetta Shishkina-Bonenkamp, who serves as CEO and one of the lead authors of the Startup News branch. The Fe/male Switch team is located in several countries, including the Netherlands and Malta.
Mission and Purpose
Fe/male Switch Foundation was created to address the gender gap in the tech and entrepreneurship space. The platform aims to skill-up future female tech leaders and empower them to create resilient and innovative tech startups through what they call "gamepreneurship". By putting players in a virtual startup village where they must survive and thrive, the startup game allows women to test their entrepreneurial abilities without financial risk.
Key Features
The platform offers a unique blend of news, resources,learning, networking, and practical application within a supportive, female-focused environment:
Virtual Startup Building: Create or join startups and tackle real-world challenges
AI Co-founder (PlayPal): Guides users through the startup process
SANDBOX: A testing environment for idea validation before launch
Wellness Integration: Virtual activities to balance work and self-care
Marketplace: Buy or sell expert sessions and tutorials
Impact and Growth
Since its inception, Fe/male Switch has shown impressive growth:
3,000+ female entrepreneurs in the community
100+ startup tools built
5,000+ pieces of articles and news written
Partnerships
Fe/male Switch has formed strategic partnerships to enhance its offerings. In January 2022, it teamed up with global website builder Tilda to provide free access to website building tools and mentorship services for Fe/male Switch participants.
Recognition
Fe/male Switch has received media attention for its innovative approach to closing the gender gap in tech entrepreneurship. The platform has been featured in various publications highlighting its unique "play to learn and earn" model.